This class is responsible for providing administrative support services such as personnel, budget, accounting/fiscal control and purchasing for the Controller General's Office and managing the support section assigned to the Joint Finance Committee.
Annual operating budget - $1,458,000.
Nature and Scope
The class incumbent reports to the Controller General. The incumbent is responsible for the administrative support services which are personnel, purchasing, budget, payroll, accounting/fiscal control and records management. Work includes providing administrative support to the Joint Finance Committee through the coordination and management of the Joint Finance Committee support services staff. In addition, the incumbent is responsible for the accounting/ fiscal control and budget for the Commission on Interstate Cooperations (House/Senate Committee). Principal contacts are with agency personnel, other state agencies, vendors, legislators, lobbyists and the public.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Compiles and analyzes data for Controller General's Office and Commission on Interstate Cooperation's budgets, prepares budgets with justification, makes adjustments in budget figures as a result of administrative reviews, provides explanation/justification of budget requests to superior, budget hearings and Joint Finance Committee.
Prepares and approves purchase orders, initiates requests for purchase of major cost items to superior, prepares bid specifications, evaluates bids received for conformity to specifications and compliance with laws, rules and regulations and recommends awarding of contract.
Maintains and reconciles all agency and Commission financial accounts ensuring that expenditures are within budgetary allotments; prepares documents for transfer of funds between accounts.
Plans, assigns, reviews and oversees the work of staff assigned to the Joint Finance Committee, orients/trains staff, resolves concerns/problems and ensures completion of work within restricted time frames.
Provides payroll and personnel services such as document processing, records maintenance and advising employees on rules, regulations, policies and procedures.
Provides other support services such as equipment maintenance/repair, records management and inventory.
Analyzes operations such as workflow, recordkeeping, forms, and personnel, identifies problem areas, develops or revises, recommends and implements procedures for improved operations.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of the principles and practices of administration with special reference to organization, fiscal management and general administrative services.
Knowledge of the principles and practices of budget preparation, analysis and administration.
Knowledge of the principles and practices of office management.
Knowledge of the principles and practices of state accounting.
Knowledge of the policies, procedures, rules and regulations for purchasing.
Knowledge of records management.
Knowledge of the legislative process.
Knowledge of governmental organization.
Ability to plan, schedule, set priorities, assign, review and oversee the work of others.
Ability to manage the work of others to achieve effective and efficient operations.
Ability to deal with a variety of people in stressful situations.
Ability to analyze and interpret data, identify needs/problems and recommend/implement effective changes/solutions.
Ability to effectively communicate in oral and written form.
Ability to establish and maintain effective working relationships with agency personnel, other state agencies, vendors, legislators, lobbyists and the public.
JOB REQUIREMENTS for Controller Generals Support Officer Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in compiling, analyzing and interpreting financial data to ensure effective and efficient accounting of funds or to make projections for financial planning.
Six months experience in budget management and control which includes managing a budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenue and maintaining, monitoring, projecting and controlling a budget within set policies and procedures.
Six months experience in interpreting and analyzing financial reports.
Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
Knowledge of accounting using Generally Accepted Accounting Principles (GAAP).
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.